Your security and right to privacy is important to us. Contractbook ApS (“Contractbook”) respect the rights of our customers, visitors and the users of Contractbook’s “Platform” and the website www.contractbook.com, including all electronic services, applications and internal links on the platform.
Overall, Contractbook collects data:
- To offer our users an efficient, data-driven contract management platform;
- To meet the legal, accounting and tax requirements;
- To provide information about the Platform - for example about new features;
- To find and fix any ‘bugs’ or errors at the Platform;
- To provide offers and marketing;
- To authenticate your access to certain parts of the Platform and confirm your consent to our General Terms or other agreements;
- To personalize your experience on the Platform and the websites;
- To improve the Platform and the services that Contractbook provides;
- To address specific inquiries you make at Contractbook;
- To address and confirm the execution of documents and templates;
- To enable you to use our services, including check your payment information, and billing for the services you use;
- To send newsletters and messages to you.
You can choose to share personal information with other Parties in documents and drafts you send. We will not sell, rent, loan, trade, or the other way disclose your information with third parties unless such disclosure is necessary to: comply with a court order or other legal process, protect our rights or property, enforce our General Terms or develop our product.
Personal Information (Identifiable)
Contractbook collects personal information such as name, email and telephone number when you register at the Platform. This information is necessary to make sure that your contracts are valid.
Contractbook may also utilize your email and telephone number to inform you about the Platform and new features that might be relevant to you.
Contractbook may also use your email for the purposes of customer support and marketing related matters. You are always entitled to unsubscribe from marketing emails. Unsubscribing can be done in the bottom of the emails you might receive.
In “Profile Settings” you can choose to list your job title and address if you wish this information to be automatically filled in when you create a new document.
If you are using one of our paid plans, Contractbook will use a third party to process your payment information. Contractbook will not store any payment information, but will use Stripe to process the payments.
If you invite a third party to the Platform to negotiate a contract, share a draft or sign an agreement, the email of the third party will be stored on the Contractbook platform in order for you to monitor the invitation. Contractbook cannot control what information our users enter into the platform thus will not be held responsible for any such information.
Platform may track and collect the Internet Protocol (IP) address when you visit and use the Platform.
Contractbook can track and collect the following categories of Information when you visit and use the Platform: the domain servers; types of computers (including mobile devices such as tablets and smartphones); navigation paths used while visiting the website or platform; used templates, browser settings; installed plug-ins; local preferences storage; screen resolutions; local time zones; font lists; the user-agent information, and the types of web browsers that are used to access the Platform.
Your use of Contractbook's Platform might involve you sharing, uploading or inputting various content containing personal information into the Platform, including but not limited to: contracts, attachments, and conversations. This content is encrypted and stored by us. You control who you invite to view or sign the content and how your content is shared with others. In general, Contractbook does not monitor that content. We strongly recommend that you do NOT store any sensitive information (cf. Article 9 in the General Data Protection Regulation).
Automatically Collected Data
Behavior: We are using session-recordings to analyze user behavior on the Platform in order to understand how the Platform is being used and in the end optimize user experience on the Platform. Session-recordings are conducted without seeing the content you have on the Contractbook platform.
The Gmail Importer
Upon your use of The Gmail Importer the following applies: Contractbook's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Data Processor Agreement
Paying customers of the Platform will receive a Data Processor Agreement to be read and signed. The agreement states the rights and obligations of both parties for when Contractbook is processing personal information on behalf of the Data Controller. This Agreement is based on the standard published by Danish Authorities (Datatilsynet) which has been designed to ensure the Parties’ compliance with Article 28, sub-section 3 of Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation), which sets out specific requirements for the content of data processing agreements. The Data Processing Agreement contains, but is not limited to, the following points:
- that Contractbook shall solely be permitted to process personal data on documented instructions from the Data Controller unless processing is required under EU or Member State law to which Contractbook is subject.
- that Contractbook shall ensure that persons authorized to process personal data on behalf of the Data Controller have undertaken to observe confidentiality, or is subject to a suitable statutory obligation of confidentiality.
- that Contractbook shall take all the measures required pursuant to Article 32 of the General Data Protection Regulation
- that Contractbook shall meet the requirements of the General Data Protection Regulation in order to engage another processor (subprocessor).
- that Contractbook shall assist the Data Controller with appropriate technical and organisational measures, in the fulfilment of the Data Controller’s obligation
- that Contractbook shall be under obligation, at the Data Controller’s discretion, to erase or return all the personal data to the Data Controller
- that Contractbook is able to show documentation to the data controller.
You can request the full Data Processing Agreement here: https://www.hi.contractbook.co/en/request-data-processing-agreement
Contracbook has the Data Controller’s general consent for the engagement of sub-processors. Contracbook shall, however, inform the Data Controller of any planned changes with regard to additions to or replacement of other data processors and thereby give the Data Controller the opportunity to object to such changes. Such notification shall be submitted to the Data Controller a minimum of 14 days prior to the engagement of sub-processors or amendments coming into force. If the Data Controller should object to the changes, the Data Controller shall notify the Data Processor of this within 7 of receipt of the notification. The Data Controller shall only object if the Data Controller has reasonable and specific grounds for such refusal.
You can access our list of subprocessors here.
Relation to the Law
We may share your personal information with public and legal authorities if Danish or EU-law obliges us to. For example, if we have a justified belief that it is necessary to comply with EU's General Data Protection Regulation or if we suspect that you use of the Platform violates EU- or Member State laws.
Security measures - this is how we protect your personal information
We are entitled and under the obligation to make decisions about the technical and organizational security measures that are to be applied to create the necessary level of data security and to protect your personal information against loss, misuse, publicity or unauthorized access. We use firewalls, encryption techniques, and authentication procedures to main the security during your sessions on the Platform. Read more about the security here.
Unauthorized access to personal information
You can control who you are sharing content and user information with. To prevent unauthorized access, maintain data and ensure the appropriate use of Information, we have implemented commercially reasonable physical, technical and administrative control mechanisms to protect your information. However, we cannot control the actions of other users with whom you share your content and we are not responsible for third party circumvention of any privacy settings or security measures on the Platform.
You may decline to submit personally identifiable information through the Platform, in which case Contractbook may not be able to provide certain features and functionalities of the Platform to you - for example, storage of your documents or digital signature. If you decide to terminate your use of the Platform, you can request access to your personal information, and request us to comply with the right to Data Portability. You can also request that your personal information is deleted. Some information will be stored in at least 5 years after you terminate your use of the Platform in order for us to comply with any legal obligations - for example regarding tax and accounting obligations. If you make agreements containing personal information on Contractbook, other parties are still allowed to store these on the Platform is they wish to.
Our Platform is not directed to persons under the age of 13. We do not knowingly collect or solicit personal information from anyone under the age of 13 or knowingly allow such persons to register for an account on the Platform. If we become aware that we have collected personal information from a child under age 13 without verified consent of a parental or guardian, we take steps to remove that information. We can not control if our users collect and store data of persons under the age of 18. In general, we advise our users to collect parental consent before they collect and store data of anyone under the age of 18.
Contractbook’s Platform is an online tool to facilitate the process of creating, signing and storing contracts. Contractbook is not a law firm or a legal service and our users are urged to always seek legal advice if the user has doubts about contractual or legal relationships or matters. It is always your responsibility to ensure that information and content that you enter and upload on the Platform is your property (or has obtained permission to do so). The information and content shall be correct and is not against the law or the rights of others. It is also your responsibility to provide the correct receiver in the transmission of an agreement or contract.